Business Support Assistant needed at World Food Programme

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Job Title:           Business Support Assistant

Organization: World Food Programme (WFP)

Duty Station: Uganda

Position Grade: SC5

Reports to: Finance Officer

About US:

The UN World Food Programme (WFP) is the United Nations frontline agency against world hunger. It is the largest and longest serving humanitarian agency in Uganda. . Currently WFP focuses on three priority areas: Saving lives in Emergencies; Building Resilience through Predicatable Safety Nets; Improving Nutrition & Mother-and Child Health; and Supporting Small Holder Farmers to Access Markets. WFP has operations in various parts of the Country.

Job Summary: The Business Support Assistant will provide finance, human resource and administrative support to the UN WFP field office.

Key Duties and Responsibilities:  

  • Prepare quarterly inventory reports for the WFP property at the Field-Office;
  • Regularly monitor use of Field Office stationery and prepare quarterly requests for stationery;
  • Prepare and submit transport related reports; request for repairs, monthly kilometre readings and vehicle service reports to transport section at head office;
  • Set up, classify and maintain files in liaison with the administration unit at Country Office;
  • Draft correspondence related or Field – Office official matters;
  • Supervise drivers and other support staff at the Arua Field-Office;
  • Co-ordinate the weekly and monthly travel work plans; make travel arrangements for staff by allocating drivers as per the weekly plans in liaison with the drivers/or their focal person;
  • Manage Petty Cash and Sub imprest disbursements;
  • Prepare budgets for the Field Office and its variance analysis;
  • Prepare all payments vouchers required for any financial transactions in a timely manner;
  • Prepare financial submissions and follow up replenishment at the Country Office level;
  • Compile monthly Police and Security Guards attendance summary and process payment documents for approval of HOFO, prior to forwarding to the Country Office;
  • Support the HOFO in local purchasing of office supplies and materials;
  • Regularly monitor staff attendance and prepare monthly staff attendance reports;
  • Maintain staff personal files and ensuring confidentiality of documents are adhered to at all times;
  • Work closely with Human resources at head office on issues affecting staff at the Field Office for solutions;

Qualifications, Skills and Experience:

  • The ideal candidate for the United Nations UN World Food Programme (WFP) Business Support Assistant job opportunity should hold a Bachelor’s degree in either of the following, Secretarial Studies, Business Studies, Business Administration, Public Administration, Social Sciences or any other related field obtained from a recognized institution;
  • A minimum of five (5) years of relevant working experience in secretarial work or general administrative duties
  • Proficiency in both oral and written English is essential;
  • Computer literacy i.e. proficiency in Office
  • Working knowledge of specialized common business practices and methods, gained through relevant technical training and experience.
  • Ability to develop and maintain relationships with a range of individuals in order to provide a high quality support service.
  • Ability to carry out basic data analysis and independently rectify problems requiring attention.
  • Ability to monitor and record financial transactions.
  • Excellent communication skills required to give and receive information and work with a variety of individuals.
  • Ability to maintain confidentiality.

Organisational Capabilities:

Purpose:

  • Understand and communicate the Strategic Objectives: Understands WFP’s Strategic Objectives and the link to own work objectives.
  • Be a force for positive change: Flexibly adapts individual contributions to accommodate changes in direction from supervisors and internal/external changes (such as evolving needs of beneficiaries, new requirements of partners).
  • Make the mission inspiring to our team: Recognizes and shares with team members the ways in which individual contributions relate to WFP’s mission.
  • Make our mission visible in everyday actions: Sets own goals in alignment with WFP’s overall operations, and is able to communicate this link to others.

People:

  • Look for ways to strengthen people’s skills: Assesses own strengths and weaknesses to increase self-awareness, and includes these in conversations on own developmental needs.
  • Create an inclusive culture: Participates in open dialogue, and values the diverse opinion of others, regardless of background, culture, experience, or country assignment.
  • Be a coach & provide constructive feedback: Proactively seeks feedback and coaching to build confidence, and develop and improve individual skills.
  • Create an “I will”/”We will” spirit: Participates in accomplishing team activities and goals in the face of challenging circumstances.

Performance:

  • Encourage innovation & creative solutions: Shows willingness to explore and experiment with new ideas and approaches in own work.
  • Focus on getting results: Consistently delivers results within individual scope of work on time, on budget and without errors.
  • Make commitments and make good on commitments: Commits to upholding individual accountability and responsibilities in the face of ever-changing country or functional priorities.
  • Be Decisive: Makes rational decisions about individual activities when faced with uncertain circumstances, including in times of ambiguity regarding information or manager direction.

Partnership:

  • Connect and share across WFP units: Seeks to understand and adapt to internal or cross-unit teams’ priorities and preferred working styles.
  • Build strong external partnerships: Demonstrates ability to understand and appropriately respond to and/or escalate needs of external partners.
  • Be politically agile & adaptable: Portrays an informed and professional demeanor toward internal and external partners and stakeholders.
  • Be clear about the value WFP brings to partnerships: Provides operational support on analyses and assessments that quantifies and demonstrates WFP’s unique value as a partner.

How to Apply:

All candidates who desire to join the United Nations World Food Programme are encouraged to submit their applications online at the link below.

Click Here

Deadline: 30th December 2016

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